Brandon Hall Hotel and Spa is a country house hotel in 17 acres of Warwickshire gardens and woodland, with 14 spaces for meetings, weddings and celebrations. HOSPRO now runs its events sales, venue data, maintenance planning and bar stock in one place.
Enquiries for meetings, weddings and celebrations reached the hotel from every direction: phone, email, the website and agents such as arrangeMY and Hitched. Each one needed details taking, a quote writing, follow-up and, eventually, a contract.
The information the team needed to do that well, from room capacities and technology to packages, rates and supplier requirements, lived in different documents, inboxes and people's heads. Behind the scenes, equipment and room condition weren't recorded in one place, and bar stock relied on periodic counts.
We started with the venue itself: every function room measured, its capacities recorded for every layout and its technology audited. That single set of facts now drives the sales tools, the proposals the client receives and the hotel's own website.
We then mapped the events team's real day, from the first enquiry through quote, acceptance, agreement and deposits to confirmation, and built HOSPRO around it, with practical tools for the bar and maintenance teams alongside.
The whole team can see where each booking stands, and nothing sits forgotten in an inbox.
Every enquiry lands in one dashboard with the full brief, and moves through the pipeline to confirmation.
Quotes built in minutes from the hotel's own packages, and sent as proposals that look like the hotel.
One accurate record of every space, used everywhere the hotel sells.
The tools that make residential events and weddings easier to run.
A clear, costed picture of what each room needs before money is spent.
A simple iPad app for the bar team, set up from the hotel's stock take.
Every function room at Brandon Hall Hotel and Spa is held in HOSPRO with its real measurements, so seating plans are drawn to scale for the layout and guest numbers the client asks for. This one shows the Woodlands Suite set cabaret style for 160 guests.
The same plans appear in HOSPRO proposals and in the event planner on the hotel's website, so what the client sees online, what the events team quotes and what operations set up all match.
The biggest change isn't one feature. It's that each job now happens once, in one place, with the right information already there.
| Task | Before | With HOSPRO |
|---|---|---|
| Taking an event enquiry | Details gathered over several calls and emails before a quote could even start | The full brief arrives in HOSPRO: event type, date, numbers, room, layout, catering, bedrooms, budget and source |
| Knowing which room fits | Capacities, sizes and technology held in people's heads and old documents | All 17 function rooms held once, with capacities for every layout, measurements, tech and to-scale seating plans |
| Writing a quote | Built from scratch in a document, with rates and packages re-typed each time | Packages, rates, bedrooms and catering picked from the builder, with A and B options when the client wants a choice |
| Sending the proposal | A plain attachment that had to be chased | A branded online proposal with the seating plan and carbon estimate; the client picks an option and accepts online |
| Getting it signed | Contracts printed, signed, scanned and emailed back | The agreement is sent and signed online, and the booking moves on through the pipeline |
| Allocating group bedrooms | Worked out by hand for each wedding or residential group | The Group Room Configurator allocates the party across room types, with extra beds and cots, and prints the allocation sheet |
| Planning maintenance spend | Room condition and equipment needs not recorded in one place | Every room audited, upgrades costed, a budget approval sheet for the COO, and per-room job sheets for the team |
| Managing bar stock | Counts taken at stock takes, with re-orders sent separately | Stock updated on an iPad as it's used or delivered, low and out-of-stock flagged, and re-orders emailed to the GM in one tap |
Alongside HOSPRO, our consultancy team rebuilt the hotel's website and brand materials so that every channel works from the same information.
A multi-page country house website with an event planner that sends complete enquiries straight into HOSPRO, online table booking for the restaurant and full menus.
Christmas, wedding, self-catering wedding and meetings brochures, plus the restaurant menus and wine lists, redesigned to the hotel's brand guide.
Posters, a reception display board and a looping wedding showcase for screens around the hotel.
We'll walk you through the Brandon Hall Hotel and Spa setup, and show how it would work with your rooms, packages and team.
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